Archives

My page

Introduction

My page contains shortcuts to different reports. The selection is based on search criterias and filtrations designated at the time of creation of the shortcut.

My page is based on a grid with 5×5 possible shortcuts, directly visible. If more shortcuts are added one can scroll through them with the scroller located to the right in the shortcut window.

The shortcuts on my page could for example look like this:

A report may relate to a selected time period, like current week or previous month etcetera. It can also relate to a specified time period, if this is chosen through Customized time period.

The symbol linked to the shortcuts shows if selected shortcut is a graph or a chart, respectively. Click on the shortcut to be redirected to the set of data it represents.

Create and edit shortcuts

At the bottom of the table of contents there are buttons to be used to add a report, and to view the list of existing report shortcuts. In the list of reports one can delete or edit existing report shortcuts.

In table reports:

In chart reports:

You can also save links to Pivot selections.

Save report

Save report with the search criteria and filtrations selected from the report view.

Name the shortcut and select if it is to be visible to only you or others as well. If it is to be visible to others, you can choose which organization units this will apply to.

Select the time period for the shortcut’s validation. The standard settings are set from current date, without an end date.

View report list

In the report list you can view existing shortcuts that you are authorized to change. Here you can delete, edit, and show selected reports.

From my page

By clicking the button Report list you can view existing shortcuts as a list. You find it in the lower left corner of your screen.

From a report

By clicking the button Report list from within a selected report view you will see the existing shortcuts for selected report view. The button is located in the lower left corner when its a chart and upper right corner when its a graph.

Absence

Introduction

Go to User → All users in the top menu, to view a list of all of registered users/staff members. Select a user and click User absence.

Following window will open:

Specify absence reason


The example above shows a list of absence reasons. These may differ between different subscribers, in naming and number.


Using the calendar function, specify start and end dates for absence period. Specify start and end time if absence does not affect a whole day.

Click Save by the comment field.


The absence period will be compared to planned work hours, as to ensure the correct number of absence days. The absence is specified both for current period and as accumulated time.

Click Save in the lower right corner when you are done.

View absence

You can view all registered absence, or for a specified time period.

Choose time period

Specify time period if the preselected Current year is not adequate. Using the arrows you can move forward and backwards. Click Refresh to load absence from selected time period.

Filter

If there are many registered absence periods, it can be useful to filter the list. You can filter the columns Absence reason and Status.

Edit absence

You can not delete a registered absence, but you can edit it.
You are able to edit Start date, End date, Absence reason and Status by clicking in the corresponding field.

By clicking the button Cancel in the bottom panel you can cancel selected absence. If the selected absence is already marked as Canceled you can reactivate it by clicking Reactivate.

Click Save when you are don

Event follow-up

Introduction

The function Event followup allow you to report individual events that occur in a situation when one cannot, or do not want to, end an ongoing task.

Events

Events are reported as moments, not periods of time.

You can report events that fall under the category Events. Other types of activities are not possible to report using this function.

The Event followup function on the web allows you to see events reported for different Avistaplaces.

Go to ReportsEvent followup in the top menu.

Specify time period. Choose between current or previous Day, Week, Month, Quarter or Customized.

Key history

Specify time period. Choose between current or previous Day, Week, Month, Quarter or Customized.

By clicking the column Event type you can sort the event reports based on type, for example Key. You can then filter by relevant Avistaplace to see in what order the key has been used by different staff members.

Export

You can export selected data as an Excel file by clicking the button Export.

Activity types

Introduction

Go to Settings → Activity types in the top menu.

A window will open, showing you any existing activity types.

This feature is most useful for Unplanned contracts, where only one type of activity will be reportable based on the activity type chosen for the contract

Add activity type

Click the button Add new type in the menu.

Enter activity type ID and Name. Click Save.

 

Assign activity types

Click Assign activities in the menu.

You can only choose the activities that are linked to your assigned role.

To make the activities available to the staff members you need to link the activities to the role(s) of the staff members.

Select the activities that are to be included and then click Select.

Delete activity type

Select the activity type you want to delete and click Delete activity type in the menu.

If this is not possible, due to assigned activities, you will receive an error message.

Remove any assigned activities by selecting the activity type and click Assign activities, deselect the activities and click select.

You will now be able to delete the activity type from the list by clicking the Delete activity type button.

Quick guide för imprting room directory

Import parameters and format

First row: account name, customer name and Avistaplace

Andra raden: name of hierarchy levels and room data

Other rows: import data

Import can be made from an Excel-file containing with data.on first tab (Import can also be made from a CSV-file, if the file’s character set is utf8 and the data is separated with semicolon.)

There are six different import needs and functions:

Create new room directory

The Avistaplace in the import file head is the same as the Avistaplace in the top hierarchy level in the new room directory. The Avistaplace is created manually.

Data for the new directory needs to be included in the import file.

The hierarchy in the import file is later used as foundation when adding or editing information.

Update complete room directory

The Avistaplace in the import file head is the same as the Avistaplace in the top hierarchy level in the existing room directory.

All existing rooms must be included in the import file, whether they have been changed or not.

The complete hierarchy structure needs to be included in the import file.

Update is to be used as method.

Update part of room directory

The Avistaplace in the import file head is the same as the Avistaplace in the top hierarchy level in the part of the existing room directory that is to be updated.

All existing rooms in the part of the room directory to be updated must be included in the import file, whether they have been changed or not.

The complete hierarchy structure for that part needs to be included in the import file.

Update is to be used as method.

Add part to room directory

The Avistaplace in the import file head is the same as the Avistaplace in the top hierarchy level in the part to be added to the existing room directory. The Avistaplace is created manually.

Data for the new part needs to be included in the import file.

The complete hierarchy structure for that part needs to be included in the import file.

Update is to be used as method.

Replace complete room directory

The Avistaplace in the import file head is the same as the Avistaplace in the top hierarchy level in the existing room directory.

Data for the new directory needs to be included in the import file.

The complete hierarchy structure needs to be included in the import file.

Replace is to be used as method.

Replace part of room directory

The Avistaplace in the import file head is the same as the Avistaplace in the top hierarchy level in the part of the existing room directory that is to be replaced.

Data for the new part needs to be included in the import file.

The complete hierarchy structure for that part needs to be included in the import file.

Replace is to be used as method.

Quick guide for notifications

Summary

Notifications are messages sent out as text messages or via e-mail triggered by an event. It could be after an event ocurred, such as a started task, as a reminder before a planned event or when a planned event did not occur.

The notification feature is based on following parts:

  • Create general message templates
  • Add static receivers of notifications
  • Add dynamic receivers of notifications
  • Activating notifications

Create general message templates

Under SettingsNotifications in the top menu you can create the different notification messages you want to be able to send in different situations.

Here you name your notification; choose if it relates to an order task, activity, inspection or user; to what event it should be linked; how long before or after a reminder should be sent out and lastly you enter the actual message.

The possible variables available to add in the message will be visible when typing % in the text message field.

You can also add default reports as attachments to the notification

Add static receivers of notifications

Static receivers are receivers that are chosen to be receivers in advance.

To be able to send a notification to a static receiver it needs to be:

  • Added as an active user (where the validity period has not expired)
  • Assigned a role that is marked as notification receiver
  • Have at least one added e-mail address and/or mobile phone number in its contact information.

Add dynamic receivers of notifications

Dynamic receivers are receivers that are generated when the notification is sent out, based on their contact role. To be able to send notifications to a dynamic receiver it needs to be:

  • Added as a contact for a user, contract, customer, Avistaplace or organization unit.
  • They also need to be marked as notification receivers, and have at least one added e-mail address and/or mobile phone number in its contact information.

See guide Contact information for details

Activate notifications

Activating notifications is done by clicking the envelope symbol. 

  • For work shift notifications the envelope is found in user list for each user
  • For Activities the envelope is found in activity list
  • For Quality inspections the envelope is found in activity list
  • For individual planned orders, including INSTA & Hygiene the envelope is found in order list

You can activate all planned orders for a customer or a contract by choosing the envelope on the corresponding row in the customer/contract list.

When clicking the envelope an input form will open where you can choose

  • Notification message you want yo use.
  • Select one or more receivers.
  • Accept or change default reports for the message.

Contact book

Introduction

We have developed a contact book in Avista that makes it easy for our subscribers to arrange their contacts. In the contact book you will find all the information about your contacts.
The contact book is all the time current as inactive contacts are automatically disabled.
The contact book is accessed from the Contacts -> All contacts. Here you can search for contacts by entering all or part of the contact’s name, phone number, e-mail address or other contact information.

In the contact book, you can NOT add new contacts. New contacts are instead added to the business object (User, Customer, Contract, Organization or Avistaplace) for which the contact has a relation with.
A phone number or e-mail address can only be found once in the contact book. If you try to add a phone number or email address already used by another contact on an existing contact, you will be able to merge both contacts into one contact.

Assign contacts to users, Customers, Contract and organizations

To assign contacts click on the Contact Information tab. A form will be displayed with the existing contacts. If you want to unassign an existing contact, check the contact.
To add a contact, first check if the contact already exists in the contact book by entering the contact’s phone number or email address and clicking on Return key.
If the contact is already posted, select the contact and optionally select one or more roles for the contact. There are currently three roles that can be assigned a contact. These are Main Contact, Notification Receiver and Web Site Receiver. The first contact that is assigned to a business object automatically becomes the main contact.
If the contact is not in the contact book, add it by clicking on New Contact button. Note that the New Contact button is only active if the result list is empty after search.

New contact

Delete contact

When you searched and found a contact, you can select it and click Change Contact. Then click Remove.
You can always delete contacts that you have created by clicking the Remove button in the contact form. Should you also be able to remove contacts that others have created, you must have a special permission to do so.

Edit contact

When you searched and found a contact, you can select it and click Change Contact. Change and Save.

The contact card displays all the business items to which the contact is linked. For each business object, the number of contacts that the business object has is displayed. A 1 means it’s the only contact.
The contact card displays all notifications where the contact is stored as a recipient. For each notification, the total number of recipients is displayed.

Automatic deactivation of contacts

A contact that is no longer associated with any active business object will automatically be disabled but not deleted. If the contact in the future is linked to an active business object, the contact will be reactivated. You can include inactive contacts when searching in the contact book by ticking Show inactive.

Contact Roles

When contact information is displayed in various forms and reports in Avista, there are contacts with the main contact role shown.
Only contacts with the Notification Receiver role may get notifications to the Item (Customer, Contract, Organization, or User)

FAQ

Question: How do we add contact information to two private individuals living together, each having their mobile number but a common home phone number?
Answer: Bo and Lisa live together. We post a contact for Bo and one for Lisa with their mobile number. Then we add another contact that we call Bo and Lisa where we place their home number. The contact Bo and Lisa is then linked to both Bo and Lisa.
Question: How do we set up an exchange number to be connected to the employees and also have their own mobile and landline phone numbers?
Answer: First, a contact for each employee is added, then a contact is created for the organization with the exchange number. The organization contact will then be linked to the employees.

 

Organization

Organization structure

To manage organization units, go to SettingsOrganization in the top menu.

This will open a view of the organization structure. Based on your permissions you will either see the whole structure or parts of it.

When first viewing the structure, it is collapsed. To open its different parts and viewing the hierarchy, click on the plus sign left of its name.

Add new organization unit

To add a new organization unit, click the button Add new organization unit in the menu.

Name: name of the new unit

Cost center: enter any cost center linked to the unit

Time zone, Currency and Language: reiterates those set for the company, but can be changed

Manager: one of the registered staff members can be set as manager for the unit

Superior hierarchy: add the unit, among existing units, to be superior to the new unit in the hierarchy

Name and Superior unit are mandatory fields and need to be filled out

Delete organization unit

Tick the checkbox in the leftmost column belonging to the unit you want to remove and click Delete organization unit in the menu.

You will be asked to confirm the deletion.

If the unit is not used in any other function you will be able to delete it.

If not, remove any assigned Avistaplaces and try again.

You are currently not able to change the validity period.

Contacts

You are able to assign contacts to each unit.Click on Contacts button

Manage it in similar way as described in https://avistatime.com/knowledgebase-eng/contact-information/

The only difference is that the form is larger.

Avistaplaces

By selecting an organization unit and clicking the button Avistaplaces you are able to link Avistaplaces to the unit.For further details, see the guide Avistaplaces.

You can use these Avista places together with Kiosk portals to indicate where they are placed.

Parameters

Mobile schedule row

You are able to decide standard schedule name for unplanned work orders created via smartphone. This is done in the column Mobile schedule row.

Select organization unit and click the field of the Mobile schedule row column to select assigned schedule.

WS serviceTime picker

WS in mobile can use Time picker. It can be On or Off, and it’s set here for users belonging to the selected organization unit.

Select row for the organization and use the drop down menu to change setting.

WS service Default time

WS in mobile can use Actual or Planned time, and it’s set here for users belonging to the selected organization unit.Arbetspass i mobilen

Select row for the organization and use the drop down menu to change setting.

Allow change place structure

If the place structure should be allowed or denied for users to change in mobile, it can be set here.

Select row for the organization and use the drop down menu to change setting.

If it’s allowed to change the place structure these choices are shown in app settings:

Days in mobile DP

In mobile you can have the function Change the today’s task plan, and you chan either change plan for today which is default, or for several days ahead.

Select row for the organization and use the drop down menu to change setting.

Number of days includes today.

 

 

Contact information

Introduction

Contact information can be entered in several places; Users, Customers, Contracts and Organization and Avistaplaces .
Contact information allows you to add one or more contacts, with different contact channels such as address, email and phone.
If there is no contact in the list, do a search by typing in email, name or phone number in the search field and clicking Search.
If the contact is in the search result, you can link it to the object by ticking it to the left.
If the search result is not found, click + contact. You will then receive a form to fill in.
See description of the contact book https://avistatime.com/knowledge-base/kontaktboken/
Contact role may be Main Contact, Notification receiver and Web survey receiver. The same contact can have multiple contact roles. Click the field under Role to select contact roles.

If changes needs to be done, see guide Contact book

Workshift follow-up

Introduction

Go to Users → Workshift follow-up.

Select time period

You have several relative time periods to choose from


Customized will allow you to choose specific start and end dates via a calendar function.

 

Click Download symbol.

This will allow you to view a list of planned and performed workshifts, like the one above. The performed workshifts can be according to a schedule or outside of schedule.

Confirm workshift

Here’s how to confirm or change work shifts:
Go to Users -> Work shift follow-up in menu
Select a row there status is Ended for workshift and click on  Confirm to attest the workshift.
Select a row with status Ongoing or Ended or workshift and click on Edit workshift to add or change the times of the shift.
Select a row with status Planned for workshift and click Add workshift to confirm the planned workshift. Status will change to Ended.

Filter data

Now you can filter the data to show what is relevant to you.
Filter on

  • weekdays
  • status Planned, Ongoing or Ended
  • staff member who or which staff members you want to view
  • organization unit (can be selected when searching)
  • planned start planned start time
  • planned end planned end time
  • source Basic resource plan, Daily planning or Work hour schedule
  • schedule name schedule including schedule row
    etcetera.

Export

You can save the sourced data as an Excel file (.xlsx). Click Export in the menu.
Choose name and where on your computer to save it.

 

Confirmation of workshift

 

Save as shortcut

You can save chosen filters as a shortcut in the panel.
This will make it possible to create a shortcut for, say, work hours for a specific organization unit from previous month. This information will then be reachable from the panel, always showing previous month’s workshifts for a specific unit, whatever current month.

Click Save report in the lower left corner.

Choose a name for the shortcut and if it to be Private or Shared. Private shortcuts are only available to the creator, while Shared ones are available to everyone in the same or any superior organization unit.

My page

You will be able to reach your shortcut from the My page in the top menu.

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